Sharing SmartVault Folders and Changing Permissions

Overview

SmartVault allows you to share folders and edit the folder permissions for your clients and guest users.

  • When you share a folder with someone else, they can view, upload, delete, and modify documents in the folder. 
  • SmartVault sets the file and folder permissions to the recommended levels based on the default template through the invitation process. If you would like, you can customize permissions in SmartVault for your clients.

Learn more about Sharing and Assigning Permissions to Folders

Share a SmartVault Folder or Change Permissions

  Note

If you have your View Preferences set to "2020 New View", follow the steps in the new Files and Folders experience.

  1. Sign in to the SmartVault Portal.
  2. Select the vault or folder you want to share or change permissions.
    mceclip0.png
  3. Click the Container properties icon.
  4. Click the Access and Notifications tab. Here you can see who has access to this particular vault or folder.
  5. Click Edit Access Settings.
  6. Click Add User.
  7. If this is the first time sharing with the user, select your license type, and complete the User Information section. 
  8. Edit the permissions as necessary in the Access and Notification Settings section (right area).
  9. Optional, you can enter a Personal Message.
  10. Click Add.
  11. The user is added to the list on the Access and Notifications tab. Enable any checkboxes to change the Upload or Download Notifications for the particular user.
    FF_-_Share_folder_-_enable_notifications.png
  12. Select one of the options from the Apply Changes to menu.
    FF_-_Access_and_notifications_apply_changes_to.png
    • This folder only - Gives access to this folder only. Pre-existing sub-folders do not inherit permissions from the parent. However, any sub-folders created after the permissions are set, inherit the parent's folder access settings. 
    • This folder and to all subfolders - Gives access to this folder and all of the sub-folders that already exist. Any new folders created in the future will inherit the parent's access settings.  
  13. Click Save Settings.
  14. The icon for the folder updates to show the shared folder indicator

    mceclip1.png

Steps in the new View Files and Folders experience

Follow these steps if your View Preferences are set to "2020 New View."

  1. Sign in to the SmartVault Portal.
  2. Select View Files and Folders from the left sidebar.

    F_F_-_Left_sidebar.png

  3. Navigate to the folder you want to share, click its Actions button Actions_icon.png, and choose Properties.

    FF_-_Folder_to_share.png

  4. Click the Access and Notifications tab.
    FF_-_Access_and_Notifications_tab.png
  5. Continue to steps 5 through 13 from above.
  6. The icon for the folder updates to show the shared folder indicator.

Sharing SmartVault Folders in Structured Plans

The sharing folder method above is not recommended for our structured plans (plans with built-in folder templates) unless you need to provide access to a custom folder that is not part of the template. 

Sharing Folders with a Guest User

If you are in a structured plan and you need to share folders with third-party users, you can:

Send the guest user a Link with access to the folder
  1. Navigate to the folder you want to share, click its Actions button Actions_icon.png, and choose Properties.
  2. Click the Send Link tab, select "Guests" from the Filter On menu, and select the guest user to whom you want to send the link.
    FF_-_Share_folder_-_send_link.png
  3. Optional, you can enter a Personal Message.
  4. Click Send.
  5. The guest user receives an email with the link to access the folder.
Grant the guest user "Read" access to every folder in the hierarchy 
  1. Navigate to the Vault containing the folder you want to share.
  2. Click the Actions button Actions_icon.png, and choose Properties.
  3. Click the Access and Notifications tab, and click Edit Access Settings.
  4. Navigate to the guest user to whom you want to grant access, and enable the checkbox under the Read column.
    FF_-_Share_folder_-_read_access.png
  5. Select one of the options from the Apply Changes to menu.
    • This folder only - Gives access to this folder only.
    • This folder and to all subfolders - Gives access to this folder and all of the sub-folders that already exist. (Not recommended).
  6. Click Save Settings.
  7. Proceed to grant the guest user "Read" access by repeating steps 2 through 6 for each folder in the hierarchy (all folders down to the folder you want to share).

  Note

Guest users will be able to view files in any folder to which they have "Read" access.

For more information about sharing with users in our structured plans, see Managing and Inviting Lacerte or ProSeries Tax Clients

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